CENTRAL VIRGINIA WASTE MANAGEMENT AUTHORITY BOARD...

CENTRAL VIRGINIA WASTE MANAGEMENT AUTHORITY

BOARD OF DIRECTORS’ MEETING AGENDA

FRIDAY, DECEMBER 13, 2013

2104 W. LABURNUM AVENUE RICHMOND, VIRGINIA

CALL TO ORDER 9:00 a. m.

CHAIRMAN’S AGENDA

CERTIFICATION OF QUORUM

ITEM NO. Page(s)

1. Public Comment Period

2. Minutes of the Regular Meeting of November 15, 2013 3-13

3. Chairman’s Report

4. 2014 Proposed Meeting Dates 14

STAFF AGENDA

ITEM NO.

5. Consideration of Resolution 14-04 through 14-11: 2014-2015 Operating Budget 15-22

6. Curbside Recycling Program

7. Municipal Solid Waste (MSW) Program

8. Operations and Program Statistics

9. Technical Advisory Committee (TAC) Report

10. Public Information


2100 West Laburnum Avenue, Suite 105, Richmond, Virginia 23227 . 804/359-8413 . Fax 804/359-8421 . www.cvwma.com

Serving the Cities of Colonial Heights, Hopewell, Petersburg and Richmond, the Town of Ashland and the Printed on

Counties of Charles City, Chesterfield, Goochland, Hanover, Henrico, New Kent, Powhatan and Prince George. Recycled Paper

11. Financial Reports for November 2013 23-30

12. Administrative

Upcoming Meetings

Executive Committee ……………..…………………. January 6, 2014 2:00 p.m.

Technical Advisory Committee (Tentative) ..Wednesday, January 8, 2014 9:00 a.m.

Board of Directors (Petersburg)……………………....January 24, 2014 9:00 a.m.

OLD/NEW BUSINESS

ADJOURNMENT

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CHAIRMAN’S AGENDA

ITEM NO. 2

MINUTES OF THE REGULAR MEETING OF NOVEMBER 15, 2013

The minutes of the regular Board of Directors’ meeting held on November 15, 2013 are presented

for your consideration and approval.

Recommended Action: Approval.


BOARD OF DIRECTORS’ MEETING

NOVEMBER 15, 2013

MINUTES

2104 W. LABURNUM AVENUE

RICHMOND, VIRGINIA

MEMBERS/ALTERNATES PRESENT MEMBERS/ALTERNATES NOT PRESENT

Voting: Robert C. Key (M-Chesterfield), Vice-Chair

Robert C. Whiteman (M-Henrico), Treasurer

Steve Chidsey (M-Hanover), Chair James A. Jackson (M-Richmond), Director

Bill Hamby, Jr. (M-Prince George), Secretary Jennifer Schontag (A-Ashland)

Mark Kukoski (M-Richmond), Past Chair Matthew Rowe (M-Charles City)

Lee Sloppy (M-Ashland) Charles E. Dane (A-Chesterfield)

Robert L. Dunn (M-Chesterfield) Dr. Sheryl D. Bailey (A-Chesterfield)

Marcia R. Phillips (M-Chesterfield) Jeff Howard (A-Chesterfield)

William E. Henley (A-Colonial Heights) Tom Mattis (M-Colonial Heights)

Wayne Hazzard (M-Hanover) Leigh Dunn (M-Goochland)

Marcia E. Kelley (M-Henrico) David Lloyd (A-Goochland)

J. Allen Lane (M-Henrico) Michael Flagg (A-Hanover)

Jon Clary (A-Henrico) William I. Mawyer, Jr. (A-Henrico)

Ed Watson, Jr. (M-Hopewell) Arthur D. Petrini (A-Henrico)

James H. Burrell (M-New Kent) David Fratarcangelo (A-Hopewell)

Steven Hicks (M-Petersburg) David Bednarczyk (A-New Kent)

Christopher Rapp (A-Powhatan) Elliot Danburg (M-Powhatan)

Kevin A. White (A-Richmond) Rod M. Compton (A-Prince George)

Johnnie Allen (A-Richmond)

Lana K. Agostini (M-Richmond)

Non-Voting:

Guests

William Riggleman (A-Petersburg)

Darrin Hinderliter, TEEL East End Landfill

Andrea Wortzel, Troutman Sanders, LLP

Gloria Frey, McGuireWoods

Staff: Terri Phillips, PG Principal & Senior Consultant for Golder Associates

Kimberly A. Hynes, Executive Director Harry Gregori,

Rich Nolan, Director of Operations Chief Compliance Officer for Waste Associates

Marc René, Finance and Administrative Officer Tré L. Miller,

Nancy Drumheller, Public Information Coordinator Owner/President of Glass Matters

Valerie Pegues-Johnson, Administrative Assistant Monique Robertson, Executive Assistant

City of Hopewell

Ron DiFrancesco, Jr., PE

Associate and Senior Consultant for

Golder Associates

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With a quorum in attendance, Chairman S. Chidsey (M-Hanover) called the meeting to order at 9:00

a.m.

CHAIRMAN’S AGENDA

Item No. 1: Public Comment Period

Chairman Chidsey opened the floor to receive public comment. With no requests from the public to

address the Board, Chairman Chidsey closed the public comment period.

Item No. 2: Minutes of the Regular Meeting of October 18, 2013

A motion was made by Mr. R. L. Dunn (M-Chesterfield), seconded by Mrs. M. R. Phillips

(M-Chesterfield), and carried that the minutes of the October 18, 2013, Central Virginia Waste

Management Authority (CVWMA) Board of Directors meeting be approved as submitted.

Item No. 3: Chairman’s Report

Introduction of Mr. Edward “Ed” O. Watson, Jr., City of Hopewell Director of Public Works

Chairman Chidsey welcomed Mr. E. Watson, Jr. (M-Hopewell) as a newly appointed member of the

Board of Directors, representing the City of Hopewell. Mr. Watson thanked Chairman Chidsey and

introduced his assistant, Ms. Monique Robertson.

STAFF AGENDA

Item No. 4: Public Hearing Period

Proposed Amendment #7 to the Central Virginia Solid Waste Management Plan – The East End

Landfill Expansion in Eastern Henrico County

Mrs. Hynes, CVWMA Executive Director, reminded the Board that the CVWMA is the plan holder

for the Central Virginia Solid Waste Management Plan (Plan). The Plan was developed in

conjunction with the Richmond Regional and Crater Planning District Commissions. In accordance

with the Virginia Solid Waste regulations, an amendment to the Plan is required for any increase in

landfill capacity or formation of a solid waste facility in the region. To amend the Plan, the process

includes a public hearing and approval from the Richmond Regional and Crater Planning District

Commissions, as well as the CVWMA Board.

Mrs. Hynes informed the Board that The East End Landfill requested the Authority amend the Plan

for an expansion of their landfill. She asserted that the public hearing is to allow comments to be

heard regarding the Plan amendment. Mrs. Hynes provided the Board with a brief background of

The East End Landfill. TEEL, located at 1820 Darbytown Road in eastern Henrico, is a permitted,

privately owned, commercial construction/demolition/debris (CDD) landfill. TEEL is the result of

the combination via acquisition of the original Simons Hauling CDD Landfill and the original S.B.

Cox CDD Landfill. TEEL has submitted a Part A Application to the Department of Environmental

Quality (DEQ) to add approximately 21 acres within the existing permitted waste management

boundary. The information included in the amendment would add approximately 10-12 years of life

to the landfill. Currently the estimated life is 2-3 years. The daily operations at the landfill are not

expected to change with the permit amendment.

CVWMA Board of Directors Minutes – November 15, 2013

She instructed each person wishing to speak for or against the Plan amendment that each speaker will

have 3 minutes to provide their comments and she asked that each speaker state their name, address

and affiliation for the record. She indicated that the public hearing will begin with those that have

signed up to speak and will then open it up for anyone who has not signed up. She then turned the

floor over to the first speaker that signed up:

Ms. Terri Phillips, Principal and Senior Consultant for Golder Associates introduced herself and

stated her address as 2108 W. Laburnum Avenue, Suite 200 Richmond 23327. Ms. Phillips

indicated that Golder Associates filed a request for an amendment to the Solid Waste Management

Plan on behalf of The East End Landfill L.L.C, known as TEEL. She passed out copies to the Board

of the request dated September 6, 2013 and a site map. She indicated she wanted to quickly walk the

Board through the request. There are three requested language changes to the Solid Waste

Management Plan. The three changes are needed to make the Plan consistent with the Conditional

Use Permit approved by the Henrico County Board of Zoning Appeals and issued by Henrico

County in June.

Per Ms. Phillips, to make the Plan consistent with the County’s approval and the pending solid waste

permit from the DEQ, Golder is requesting three changes to the Plan:

First, in Section 4, entitled Existing Solid Waste Management System, Golder requests the addition

of the one sentence to the TEEL related text on page 28. That sentence would be “Permitting for an

expansion (Cell VII) was initiated in 2013, and will increase the permitted waste management unit

boundary to 74.75 acres, and the total permitted design capacity to 11,417,000 cubic yards.”

The second request is on Table 2 on page 3 in Section 4. The landfill capacity should be updated to

reflect the new capacity she just mentioned.

Finally, Ms. Phillips stated that the third change requested is to update the table of active solid waste

facilities in Appendix D of the Plan, to delete the two former landfills that have become TEEL and to

add TEEL. Specifically, the Cox’s Darbytown Road Landfill and Simon’s Hauling facilities, should

be deleted and The East End Landfill (Permit No. 524) should be added.

Concluding, Ms. Phillips commented that all three changes requested are needed to bring the Plan

up-to-date to match the current zoning for the landfill, based on changes approved by the County in

June. She indicated she’d be happy to answer questions. Mr. Chidsey asked if anyone had any

technical questions for Ms. Phillips, to which there were none.

Mrs. Hynes called Harry Gregori, Chief Compliance Officer for The East End Landfill as the next

speaker. Mr. Gregori wished the Chairman, members of the Board and staff a good morning and

introduced himself as the Chief Compliance Officer for The East End Landfill, located at 1820

Darbytown Road, Henrico, also known as TEEL. He indicated that he began his work at TEEL in

December 2011 when new management took over the operation. He further asserted that the

proposed amendment incorporates updated information about TEEL, based on recent amendments to

TEEL’s Conditional Use Permit (CUP), approved by the Henrico County Board of Zoning Appeals

on June 27, 2013. Mr. Gregori stated that TEEL is a construction and demolition debris (C&D)

landfill operating under the provisions of the Virginia Department of Environmental Quality, permit

524, which is located in Eastern Henrico County. He added that C&D landfill activity has taken

place at this location since 1975, and supports local and regional businesses including construction

firms and construction/demotion support firms meeting the needs of Henrico County and the

Richmond Region.

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Continuing, Mr. Gregori commented that in addition to providing C&D disposal, TEEL plays an

important role in achieving the region’s recycling goals. He asserted that the majority of C&D waste

coming to TEEL is from the materials recycling facilities. Mr. Gregori added that in June 2013,

TEEL sought an amendment to its zoning approval from Henrico County to add in Simon’s parcel

and clarify the waste disposal boundaries at the facility (he referred to the map distributed to the

Board). He added that Simon’s parcel is zoned for landfill use and was previously permitted by

DEQ as a landfill. Mr. Gregori noted the requested amendment was approved on June 27.

Mr. Gregori went on to say that on September 25, 2013, TEEL filed its Part A application with DEQ,

to amend its permit in alignment to the approved zoning. He added that Henrico County certified

that the application is consistent with local zoning requirements and the DEQ has determined that

part A application is complete. Mr. Gregori informed the Board that the proposed amendment to the

Solid Waste Management Plan will update the Plan, to include the approved changes to the landfill.

He added that the Virginia Solid Waste Management Regulations require that solid waste

management plans include accurate information about the solid waste management facilities in their

region. In addition to capturing the updated information about TEEL, the proposed amendment is

consistent with the existing Plan, which identifies C&D landfills located within the Plan area and

notes that those landfills are expected to expand.

Concluding, Mr. Gregori commented that expanding existing C&D landfills eliminates the need for

new locations, and, in fact, their expansion is consistent with the region’s solid waste management

goals because it preserves space in the region’s municipal solid waste landfills. Mr. Gregori

informed the Board that he has provided a detailed letter in addition to his verbal comments to be

submitted for the record. He then concluded his remarks and indicated that he and others were

available to answer questions.

Chairman Chidsey asked if any Board member had any technical questions for Mr. Gregori, to which

there were none. Mr. Chidsey thanked Mr. Gregori.

Mr. Chidsey asked if there were any other individuals that wished to make comments during this

public hearing. There being none, Chairman Chidsey closed the public hearing period.

Agenda Revision

Chairman Chidsey indicated that Item 6A – Curbside Recycling Program and Item 10A – Public

Information would be added to the November 15, 2013 agenda. There were no objections from the

Board.

Item No. 5: Consideration of Resolution 14-02: Adopting Irrevocable Election Not to

Participate In Virginia Local Disability Program

Mrs. Hynes reminded the Board that Resolution 14-02 was introduced during the October 18 Board

meeting. She reaffirmed that as a result of state legislation, political subdivisions will be required to

provide short and long term disability plans to “Hybrid Plan” employees, beginning January 1, 2014.

Mrs. Hynes mentioned that Authority staff, at one time, were all Plan 1 employees. However, with

legislation changes, there are Plan 2 and now Hybrid Plan employees, and the benefits are different.


Mrs. Hynes reported employees hired after January 1, 2014 will participate in the Hybrid Plan.

Beginning January 1 political subdivisions will be required to provide a short and long term

disability program for those employees. The VRS will provide a plan for political subdivisions to

opt in or out of. The VRS plan is irrevocable, thus once a local jurisdiction opts in or out of the

program, they cannot change in the future. Mrs. Hynes added the original rates received from VRS

were not comparable to what was being offered through VML and VACorp. She included that late

afternoon on October 17, 2013, the Authority received an email from VRS extending the deadline to

December 2, 2013 to opt in or out, after they considered a lower rate due to an overwhelming amount

of political subdivisions opting out. Staff surveyed several member jurisdictions, which showed all

have opted out of the VRS program. After careful consideration, the CVWMA staff feels it will be

in the best interest of the Authority to opt out of the VRS provided program and secure a plan in the

open market.

Mr. Hynes directed the Board’s attention to Resolution 14-02 on page 13-15 of the agenda package,

adopting irrevocable election not to participate in the Virginia Local Disability Program.

Mrs. Hynes indicated that the staff recommends approval of Resolution 14-02.

Chairman Chidsey opened the floor for a motion to approve Resolution 14-02. A motion was made

by Mr. S. Hicks (M-Petersburg), seconded by Mr. J. H. Burrell (M-New Kent) and carried that

Resolution 14-02 be approved as submitted.

Item No. 6: Consideration of Resolution 14-03: Awarding Contracts for Yard Waste Grinding Services

Mr. R. Nolan, CVWMA Director of Operations, reported that CVWMA staff issued a Request for

Proposals on September 9, 2013. Proposals were received from Ed’s Landscaping, EJ Wade

Construction, Green Waste Recyclers, Inc. and Yard Works. On October 7, 2013, CVWMA staff

along with the advisory committee, comprised of representatives from several member localities

reviewed the expertise and experience of the responses. Mr. Nolan informed the Board that the

selection committee recommends the execution of an agreement with three separate contractors,

EJ Wade Construction, Green Waste Recyclers, Inc. and Yard Works for the on-site processing of

yard waste. Mr. Nolan commented that multiple contracts are being awarded to ensure the

availability of a contractor. The new contracts will have an option for participating jurisdiction to

request the contractor to haul the material off-site, for a per ton rate, as low as $9.50/ton. This per

ton pricing was not provided under the previous contracts.

Concluding, Mr. Nolan reported the current contracts with Green Waste Recyclers, Inc. and Yard

Works expire on December 31, 2013. The new contracts will be for an initial period of five years,

beginning on January 1, 2014 and ending December 31, 2018. The contract will include an

additional five-year renewal option.

Mr. Nolan directed the Board’s attention to page 16-17 of the agenda package that displays

Resolution 14-03: Awarding contracts for Yard Waste Processing Services between the Central

Virginia Waste Management Authority and EJ Wade Construction, Green Waste Recyclers, Inc. and

Yard Works and the Special Project Services Agreements with participating local jurisdictions for a

five (5) year period commencing on January 1, 2014.

Chairman Chidsey asked if there were any questions. He commented that this contract will be

similar to the small emergency debris grinding contract already in place, with the only major

difference being that the emergency contract requires site restoration. He also indicated that the

selection committee was pleased from a safety standpoint of the grinders offered in the proposals.

CVWMA Board of Directors Minutes – November 15, 2013 8 CVWM

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Mr. J. Burrell (M-New Kent) commented that certain material can be used in boiler fuel, but the

County has had to pay to have it hauled off. Mr. Chidsey responded that the jurisdictions will have

the option of paying to have it hauled away or keeping the material. Mr. Chidsey also commented

that the advantage of a couple of the vendors is that they will accept clean wood for grinding, which

isn’t included in the existing contracts.

Mr. R. L. Dunn (M-Chesterfield) asked if there was a priority as to which of the three contractors

would be sent to a jurisdiction requesting the service. Mr. Nolan responded that the jurisdiction

would be provided with a choice of options, and information on service and pricing from each

contractor.

Mr. Hicks asked the diameter for the largest throughput. Mr. Nolan responded 500 cubic yards for

horizontal grinders and the smallest at 240 on some of the tub grinders, however sizes may vary

depending on the vendor.

Chairman Chidsey then opened the floor for a motion to approve Resolution 14-03. A motion was

made by Mr. R. L. Dunn (M-Chesterfield), seconded by Mr. J. H. Burrell (M-New Kent) and carried

that Resolution 14-03 be approved as submitted.

Item No. 6A: Curbside Recycling Program

Mr. R. Nolan reported that the month of October was another quiet month for the Curbside

Recycling Program. He presented a graph depicting curbside collection comparisons. Mr. Nolan

reported that tonnage for the program was down from October 2012, however up 200 tons from

September 2013. He concluded Tidewater Fibre had 112 misses in October versus 150 this time last

year, a significant improvement in missed pickup.

Item No. 7: Municipal Solid Waste (MSW) Program

Mr. Nolan presented the Municipal Solid Waste (MSW) Program report on behalf of Mr. Reginald

Thompson. Mr. Nolan reported that CFS finished the month with 77 misses in Petersburg, which is

the best month so far on the contract. Republic finished the month with 53 misses between the Town

of Ashland and City of Hopewell. Mr. Nolan noted that no penalties were assessed for collections

during the month of October.

Concluding, Mr. Nolan reported that most localities are offering leaf collection services and that staff

will update the website and information provided to the public as it is received.

Item No. 8: Operations and Program Statistics

Mr. R. Nolan directed the Board’s attention to a copy of the October 2013 Program Statistical

Report. He highlighted the Drop-off Recycling program and convenience sites. He reported that the

cost per ton in the drop off program is down $12 per ton from the previous year. Mr. Nolan noted a

drop in revenue for commodity pricing for paper, metal and used oil.

He informed the Board that DEQ issued their annual 2012 Recycling Rate Report. Virginia’s

calculated recycling rate for 2012 is 41.5 percent. With the exception of one, 70 solid waste

planning units met or exceeded their respective required recycling rates for 2012. Mr. Nolan’s report

included information on calculated regional recycling rate by year, outlining the Richmond area with

the highest recycling rate at 57.4 percent.


Concluding, Mr. Nolan reported that the amount of MSW generated was 5.5 million tons, principal

recyclable materials was 3.1 million tons, and credit materials was at 740,000 tons. Additional

information on the 2012 Recycling rate report can be found on DEQ’s website.

Item No. 9: Technical Advisory Committee Report

Mr. R. Nolan reported that the Technical Advisory Committee met on Thursday, November 7, 2013

at the CVWMA office. Discussions included a renewal option received from TFC for curbside

recycling. Mr. Nolan informed the Board that he and Mrs. Hynes will visit several jurisdictions who

participate in the program to discuss the proposal. Discussions included an upcoming RFP for front

loader services and combining the front loader drop-off service with roll-off recycling services for

participating jurisdictions.

Concluding, Mr. Nolan thanked Chesterfield County for hosting the November TAC meeting.

The next TAC meeting will be held at the CVWMA office on December 5, 2013.

Item No 10: America Recycles Day – November 15

Mrs. Drumheller reported that the City of Colonial Heights was featured in DEQ’s 2012 Statewide

Recycling Rate Report, as one of its recycling success stories. A year after implementing a new

trash and recycling program in the city, Colonial Heights has become the leader in the

Richmond/Tri-Cities region for residential participation in curbside recycling. The volume of

recycling increased by 61% after residents were provided 96-gallon carts for recycling and only 68

gallon trash carts.

Mrs. Drumheller reported that as part of the Authority’s effort to promote America Recycles Day,

this year’s campaign will include a new educational spot with WWBT NBC 12 encouraging plastic

bottle recycling. In addition, Mrs. Drumheller’s report included information on the Authority’s

partnership with Keep Virginia Beautiful and Retail Merchant Association in an electronics

recycling, documents shredding, and battery recycling event later this afternoon. The event will also

include educational booths and one of Tidewater Fibre Corporation’s recycling trucks.

Mrs. Drumheller also reported that Hanover County is hosting an electronics recycling and document

shredding event on Saturday, November 16. She included that Keep Henrico Beautiful, Henrico

County Solid Waste and Recycling Division, and Henrico Extension will have a fall leaf

management and composting booth at Lakeside Farmers Market on Saturday, November 23. Mrs.

Drumheller noted that the November 23 event will include a contest to win a free Soil Saver

Composter.

Item No. 10A: Public Information

November 2013 Waste Reduction News e-newsletter

Mrs. N. W. Drumheller informed the Board that the Authority’s November 2013 Waste Reduction

News e-Newsletter was recently forwarded to members of the Board and other recipients by

Authority staff. Mrs. Drumheller asserted that articles included information on a variety of program

topics, and upcoming holiday schedules. She added that information on upcoming holidays that may

impact collections have been posted on the Authority’s website and social media sites.


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2014 CVWMA Curbside Recycling Schedule

Mrs. Drumheller provided the Board with an update on the annual curbside recycling collection

schedule. Rerouting postcards for the Blue Friday route change in Chesterfield are set to go out on

December 12, followed by the annual curbside recycling collection calendar on December 26.

Item No. 11:Financial Reports for October 2013

Mr. Marc René, CVWMA Finance & Administrative Officer, reported that the CVWMA ended the

month of October with 4,845,369 in revenue and $4,477,303 in expenses. The CVWMA has a

combined net income of about $368,000.

Concluding, Mr. René directed the Board’s attention to a PowerPoint presentation where he provided

a summary of information in all funds along with a summary statement of actual revenues against

expenses, and net income projected versus actual for the 2013-2014 fiscal year.

Chairman Chidsey opened the floor for a motion to accept and file the Financial Reports for October

2013. A motion was made by Mr. R. L. Dunn (M-Chesterfield), seconded by Mrs. M. R. Phillips

(M-Chesterfield), and carried that the Financial Reports for October 2013 be approved, accepted and

filed as submitted.

Item No. 12:2014-2015 Proposed Operating Budget

Mrs. K. Hynes directed the Board’s attention to the 2014-2015 Proposed Operating Budget that was

placed at each seat. Mrs. Hynes informed the Board that the CVWMA Bylaws require the adoption

of the Annual Operating Budget no later than December 31 for the ensuing fiscal period.

Mrs. Hynes then encouraged the Board to feel free and contact the CVWMA staff during the

upcoming month with questions or comments regarding the proposed budget.

Mrs. Hynes highlighted a few items included in the proposed budget, noting that it is presented in the

same format as in previous years. Mrs. Hynes reported that the overall budget is balanced at

$13,274,265; a six percent decrease over the 2014 approved operating budget. She reported that

general operating assessments will remain the same at 48 cents per capita and the population was

based on the 2010 U.S. Census Data for the third year in a row. She reported that revenue from the

sale of various commodities has declined in recent months and this budget includes a conservative

estimate of revenue from the paper, used oil and scrap metal markets, estimating a 25% reduction

overall.

She reported that in fiscal year 2014, the city of Petersburg added curbside recycling to its menu of

services, and Hopewell will add curbside recycling services as a result of significant savings realized

in residential trash collection. She noted that many contracts are to be adjusted by the Consumer

Price Index which she estimated at 3%. Also, included in the budget is $10,000 for anticipated

sponsorship of the annual curbside collection schedule. Sales for the 96-gallon recycling cart are

also included in the budget, based on a 125 sales per month estimate.

Mrs. Hynes reported that administrative expenses have increased three percent from the current

year’s budget. This proposed budget reflects 8 full-time and 4 part-time positions, a reduction from 8

full-time and 5 part-time included in the 2014 approved budget. Mrs. Hynes mentioned that this

budget includes an average increase in wages of 1.5 percent. In addition, this budget includes raising

the CVWMA provided cap on health insurance premiums from $525 to $610 for staff per month and

continues the suspension of the cash match for employees participating in the 457 Deferred Comp


Plan. Mrs. Hynes noted that CVWMA participates in the Local Choice program through the

Commonwealth for health insurance. Because the Authority has so few employees, only one plan

can be offered to the group. She added that the Authority computer support costs have been

significantly reduced, due to the cloud-based operating conversion.

Lastly, Mrs. Hynes indicated that the proposed budget includes a capital outlay request of $40,000 to

revamp and upgrade the CVWMA call center application and address database. She proposed

amortizing the cost over 5 years with $8,000 recorded as expense each of the 5 years. She provided

background information and the importance of developing a new application. The existing

application was developed for CVWMA in 1999 when the call center was established, originally for

the curbside recycling program. The MSW program was added in 2002 and the application and

database has been added to and pieced together as the CVWMA has added contractors and made

operational changes over the years.

This customized application has served as the “lifeline” in providing customer service. The system

is used to log and track calls, both informational and service related. Each of our contractors has

their own login and page to respond to calls upon receipt of the call and within the parameters of

their respective contract. We use this system to monitor the performance of our contractors and their

responsiveness. In addition, the system tracks the history of calls from specific addresses to help

identify any unique issues to ensure timely and effective service. Also, we are able to capture the

nature of various calls to help determine areas of focus for public education and outreach.

Technology has changed drastically since 1999 and with a new system, the speed, ease of use, and

functionality will be greatly enhanced. What this means to our localities and their residents is 1)

more interaction through web and mobile devices, and 2) increased tracking of “calls” to provide

better service (i.e. through pictures) and 3) increased performance monitoring of our contractors.

This would be developed for launch July 1, 2014 with the implementation of recycling and new trash

contractors in Hopewell and Ashland.

Concluding, Mrs. Hynes commented that the Authority is committed to providing member

jurisdiction with the level of service they have come to expect, and provide cost effective and

efficient programs that make sense. Mrs. Hynes reminded the Board that the CVWMA Bylaws

require a two-thirds vote for the adoption of the Annual Operating Budget. She added that if there

were any questions or concerns as Board members review the proposal, to please contact her prior to

the December Board meeting.

Mr. S. Hicks (M-Petersburg) questioned whether the $2500 budgeted in line item Conference and

Staff Development is adequate to train employees of the Authority. He also commented that he feels

the CVWMA staff has done a great job and this Board should consider more than a 1.5% increase in

wages, as 1.5 percent may be on the low end compared to what other jurisdictions intend on doing.

He indicated that Petersburg is looking at a 3%-5% increase. He would also like to see this group

expand to become members of the American Public Works Association (APWA) as many managers

around the table are members and participate in APWA.

Chairman Chidsey responded that the Board will be able to evaluate and reconsider the 1.5%

increase in May 2014 prior to the start of the fiscal year. At that time, the Authority will have a better

idea of what the region is doing.


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Item No 13:Administrative

Holiday Schedule

Mrs. Hynes announced that the CVWMA administrative office will be close on the afternoon of

Wednesday, November 27 in observance of the Thanksgiving Holiday. Mrs. Hynes included that the

administrative office would also be closed all day Thursday and Friday November 28 and 29 for the

holiday. She noted that CVWMA collection services will be delayed one day and service will occur

on Saturday, November 30 for Curbside and MSW collections. The call center will be staffed on all

collection days.

Closing, Mrs. Hynes announced that in keeping with tradition there will be a holiday reception,

immediately following the December 13 Board of Directors’ meeting.

Old/New Business

Chairman Chidsey then asked if there was any further old/new business to come before the CVWMA

Board of Directors.

With no further business to come before the Board, Chairman Chidsey opened the floor for a motion

to adjourn the CVWMA Board of Directors’ meeting at 10:05 a.m. The motion was made by

Mr. R. L. Dunn (M-Chesterfield), seconded by Mrs. M. R. Phillips (M-Chesterfield), and carried that

the November 15, 2013 Board of Directors’ meeting be adjourned.

CERTIFICATE

I, Stephen E. Chidsey, Chairman for the CVWMA, certify that the foregoing minutes are a true and

correct copy of the minutes of the November 15, 2013 regular meeting of the Central Virginia Waste

Management Authority (CVWMA) Board of Directors. These minutes were adopted at a CVWMA

Board meeting held at 9:00 a.m., December 13, 2013. Given under my hand and seal of the

CVWMA this 13th day of December 2013.

______________________________________

Stephen E. Chidsey, Chairman


BOARD OF DIRECTORS MEETINGS

YEAR 2014

CENTRAL VIRGINIA

WASTE MANAGEMENT AUTHORITY

DATE LOCATION TIME

JANUARY 24, 2014

PETERSBURG

9:00 a.m.

FEBRUARY 21, 2014 RICHMOND 9:00 a.m.

MARCH 21, 2014 RICHMOND 9:00 a.m.

APRIL 18, 2014 PETERSBURG 9:00 a.m.

MAY 16, 2014 RICHMOND 9:00 a.m.

JUNE 20, 2014 RICHMOND

(Election of Officers)

9:00 a.m.

JULY 18, 2014 PETERSBURG

(Cancelled)

9:00 a.m.

AUGUST 15, 2014 RICHMOND 9:00 a.m.

SEPTEMBER 19, 2014 RICHMOND 9:00 a.m.

OCTOBER 17, 2014 PETERSBURG 9:00 a.m.

NOVEMBER 21, 2014 RICHMOND 9:00 a.m.

* DECEMBER 12, 2014 RICHMOND 9:00 a.m.

*Note: The December meeting will be held one week earlier than normal.

14 CVWM

A

Board

15

RESOLUTION 14-04

A resolution adopting the General Operating Fund Budget for the fiscal year beginning July 1, 2014, and

ending June 30, 2015, and appropriating the estimated revenues for the year for the principal purposes

stated.

THE CENTRAL VIRGINIA WASTE MANAGEMENT AUTHORITY RESOLVES:

1. That the General Operating Fund Budget for the fiscal year beginning July 1, 2014, and ending June

30, 2015, which is attached as part of this resolution, is hereby adopted. The CVWMA Executive

Director is hereby authorized to make disbursements in accordance with the 2014-2015 approved

Budget.

2. That the General Operating Fund Budget includes anticipated revenues of $537,205 and expenses of

$547,975. This budget anticipates a transfer from the Drop Off Project Fund in the amount of

$10,770. The General Operating Fund Contribution Rate is to be forty-eight (48) cents per capita for

each member locality.

3. That the General Operating Fund Budget reflects the acquisition of Capital Outlay in the amount of

$10,000, which will be reclassified as Capital Assets for Financial Statement purposes and

depreciation will be recorded according to Generally Accepted Accounting Principles (GAAP).

4. That the Executive Director is authorized to execute budget transfers among General Operating Fund

Budget line items to cover unanticipated expenses. Transfers will not exceed $1,000.

5. That this resolution shall be in full force and effect on and after the first day of July 2014, and shall

constitute the General Operating Fund Budget for the fiscal year commencing on that date.

Adopted this 13th day of December 2013

Attest: ___________________________________


RESOLUTION 14-05

A resolution adopting the Curbside Project Fund Budget for the fiscal year beginning July 1, 2014, and


stated.


1. That the Curbside Project Fund Budget for the fiscal year beginning July 1, 2014, and

ending June 30, 2015, which is attached as part of this resolution, is hereby adopted.

The CVWMA Executive Director is hereby authorized to make disbursements in

accordance with the 2014-2015 approved Budget.

2. That the Curbside Project Fund Budget includes anticipated revenues and expenses of $7,054,880.

3. That the Executive Director is authorized to execute budget transfers among Curbside Project Fund



constitute the Curbside Project Fund Budget for the fiscal year commencing on that date.


Attest: ___________________________________


16 CVWM

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Board of

Directo

17

RESOLUTION 14-06

A resolution adopting the Drop-Off Project Fund Budget for the fiscal year beginning July 1, 2014, and


stated.


1. That the Drop-Off Project Fund Budget for the fiscal year beginning July 1, 2014, and ending June



Budget.

2. That the Drop-Off Project Fund Budget includes anticipated revenues of $630,000 and expenses of

$615,680. This budget anticipates a transfer $14,320 to the General Operating, Municipal Solid

Waste and Other Special Project Funds.

3. That the Executive Director is authorized to execute budget transfers among Drop-Off Project Fund



constitute the Drop-Off Project Fund Budget for the fiscal year commencing on that date.


Attest: ___________________________________


RESOLUTION 14-07

A resolution adopting the Municipal Solid Waste Project Fund Budget for the fiscal year beginning

July 1, 2014, and ending June 30, 2015, and appropriating the estimated revenues for the year for the

principal purposes stated.


1. That the Municipal Solid Waste Project Fund Budget for the fiscal year beginning

July 1, 2014, and ending June 30, 2015, which is attached as part of this resolution, is

hereby adopted. The CVWMA Executive Director is hereby authorized to make

disbursements in accordance with the 2014-2015 approved Budget.

2. That the Municipal Solid Waste Project Fund Budget includes anticipated revenues of $2,617,180

and expenses of $2,619,730. This budget anticipates a transfer from the Drop Off Project Fund in

the amount of $2,550.

3. That the Executive Director is authorized to execute budget transfers among Municipal Solid Waste

Project Fund Budget line items to cover unanticipated expenses. Transfers will not exceed $1,000.


constitute the Municipal Solid Waste Project Fund Budget for the fiscal year commencing on that

date.


Attest: ___________________________________


18

CVWMA

Board of

Directors

19

RESOLUTION 14-08

A resolution adopting the Special Project Funds Budget for the fiscal year beginning July 1, 2014, and


stated.


1. That the Special Project Funds Budget for the fiscal year beginning July 1, 2014, and ending June



Budget.

2. That the Special Project Funds Budget includes anticipated revenues $2,435,000 and expenses of

$2,436,000. This budget includes a transfer from the Drop Off Project Fund in the amount of

$1,000.

3. That the Executive Director is authorized to execute budget transfers among Special Project

Funds Budget expense items to cover unanticipated expenses. Transfers will not exceed $1,000.

4. That this resolution shall be in full force and effect on and after the first day of July 2014, and

shall constitute the Special Project Funds Budget for the fiscal year commencing on that date.


Attest: ___________________________________


RESOLUTION 14-09

A resolution adopting the Pay and Classification Plan for the fiscal year beginning July 1, 2014, and

ending June 30, 2015.


1. That the Pay and Classification Plan for the fiscal year beginning July 1, 2014, and ending

June 30, 2015, which is attached as part of this budget document, is hereby adopted by the

CVWMA Board of Directors. The CVWMA Executive Director is hereby authorized to

make disbursements in accordance with the 2014-2015 approved Pay and Classification

Plan, and

2. That the Pay and Classification Plan includes an open range pay scale consisting of thirty

two grades, and

3. That the Pay and Classification Plan reflects a 1.5% salary increase for all employees, to be

reaffirmed by the Board of Directors at their regular meeting in May 2014, and

4. That Section 10; Appendix A of the Authority’s Personnel Policies, Benefits and

Procedures Manual includes the pay scale and grading system for 2014-2015, and

5. That this resolution shall be in full force and effect on and after the first day of July 2014,

and shall constitute the Pay and Classification Plan for the fiscal year commencing on that

date.


Attest: ___________________________________


20 CVWM

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of Directo

rs

21

RESOLUTION 14-10

A resolution revising section 4.06 of the Personnel Policies, Benefits and Procedures Manual whereby

this revision has been presented to the Board for consideration as part of the 2014-2015 Proposed

Operating Budget. The revision to the Central Virginia Waste Management Authority Personnel

Policies, Benefits and Procedures Manual shall be effective July 1, 2014.


1. That the Personnel Policies, Benefits and Procedure Manual is to define and describe CVWMA

personnel policies, benefits and procedures, and

2. That these policies, benefits and procedures will assist CVWMA staff in implementing the overall

objectives of the CVWMA and promote the orderly development of regional recycling and solid

waste management programs, and

3. That Section 4.06 be revised to provide for a maximum payment of $610 per month toward

individual premiums for Health Insurance, replacing the previous $525 maximum payment, and

4. That Section 4.06 be revised to remove health insurance eligibility for part time employees effective

July 1, 2014, and

5. That Section 4.06 of Personnel Policies, Benefits and Procedures Manual defined as part of the

2014-2015 Operating Budget are updated effective July 1, 2014 and shall replace previous policies,

benefits and procedures previously adopted by the CVWMA.


Attest: ___________________________________


RESOLUTION 14-11

A resolution revising section 4.09 of the Personnel Policies, Benefits and Procedures Manual whereby

this revision has been presented to the Board for consideration as part of the 2014-2015 Proposed

Operating Budget. The revision to the Central Virginia Waste Management Authority Personnel

Policies, Benefits and Procedures Manual shall be effective July 1, 2014.


1. That the Personnel Policies, Benefits and Procedure Manual is to define and describe

CVWMA personnel policies, benefits and procedures, and

2. That these policies, benefits and procedures will assist CVWMA staff in implementing

the overall objectives of the CVWMA and promote the orderly development of regional

recycling and solid waste management programs, and

3. That Section 4.09 be revised to continue the suspension of the cash match portion of the

deferred compensation program, and

4. That Section 4.09 of Personnel Policies, Benefits and Procedures Manual defined as part

of the 2014-2015 Operating Budget are updated effective July 1, 2014 and shall replace

previous policies, benefits and procedures previously adopted by the CVWMA.


Attest: ___________________________________


22 CVWM

A Board

of

Directors

Minute

23

CHAIRMAN’S AGENDA

ITEM NO. 11

FINANCIAL REPORTS FOR NOVEMBER 2013

The financial activity is consistent with previous months and the Authority continues to remain

within total budget in all funds as of November 30, 2013. The Authority received $10,000 in

sponsorship from TFC for 2014 Calendar mailing. The CVWMA has a combined net income of

about $340,000 year to date.

Recommended Action: Approval of November 2013 Financial Reports

Attachments.

Central Virginia Waste Management Authority

Summary Statement of Actual Revenues and Expenses By Fund

July 2013 – November 2013

Total Total Fiscal

Revenues Expenses Budget NI Totals

General Operating Fund 536,366$ 231,898$ (13,815)$ 304,468$

Curbside Project Fund 2,809,018 2,777,477 - 31,541$

Drop-Off Project Fund 222,168 216,554 14,815 5,613$

Municipal Solid Waste Fund 1,404,295 1,404,952 - (657)

CFC/HCFC 8,830 8,833 - (3)

Special Waste Collections 113,235 112,888 (1,000) 346

Waste Tire Fund 22,996 23,002 - (6)

Appliance and Scrap Metal Hauling 47,473 47,514 - (41)

Yard Waste Projects 194,512 194,647 - (134)

Waste Transfer & Disposal 492,343 492,778 - (435)

Totals 5,851,235$ 5,510,543$ -$ 340,693$

Capital Outlay: Month to date Year to date Budget Variance

Computer equipment -$ -$ 5,000$ 5,000$

Office equipment - - - -$

Total Capital Outlay -$ -$ 5,000$ 5,000$

Summary - All Funds

24 CVWM

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$536,366

$2,809,018

$222,168

$1,404,295

$231,898

$2,777,477

$216,554

$1,404,952

($13,815)

$0

$14,815

$0

$304,468

$31,541

$5,613

($657)

$(500,000) $- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000

General Operating Fund

Curbside Project Fund

Drop-Off Project Fund

Municipal Solid Waste Fund

Revenue Against Expenses

2013-2014 Major Fund

NI Totals Fiscal Budget Total Expenses Total Revenues

NI Projected

0

100000

200000

300000

400000

500000

$488,000 $439,000

$399,000 $369,000

$331,000

$244,000 $206,000

$158,000

$106,000 $72,000

$45,000 $-

$500,000 $466,682

$401,651 $368,066

$340,693

NI Projected Vs. Actual

2013-2014

NI Projected NI Actuals


Statement of Revenues and Expenses – Budget and Actual


General Operating Fund

Month to Date Year to Date Total % Budget

Actual Actual Budget Variance Remaining

Revenues:

Annual Gov't Assessments -$ 533,205$ 533,205$ -$ 0.0%

Miscellaneous/Other - - - - 0.0%

Interest on Investments 3,152 3,161 2,500 661 26.4%

Sponsorships and Grants - - - - 0.0%

Total Revenues 3,152 536,366 535,705 661 0.1%

Expenses:

Personnel services 26,348 152,518 359,410 206,892 57.6%

Fringe benefits 6,801 36,957 89,675 52,718 58.8%

Professional services 381 15,797 30,050 14,253 47.4%

Repairs and maintenance 6 837 2,760 1,923 69.7%

Advertising and promotions 387 787 1,250 463 37.0%

Materials and supplies 362 2,418 5,250 2,832 53.9%

Other services and charges 977 6,156 15,695 9,539 60.8%

Leases 3,134 15,322 41,430 26,108 63.0%

Depreciation 184 1,106 4,000 2,894 72.4%

Total Expenses 38,580 231,898 549,520 317,622 57.8%

Transfers In (Out) - - - -

Totals (35,428)$ 304,468$ (13,815)$ 318,283$

Capital Outlay: Month to Date Year to Date Budget Variance

Computer equipment -$ -$ 5,000$ 5,000$


Vehicular equipment - - - -$

Total Capital Outlay -$ -$ 5,000$ 5,000$ 100.0%

1402

26 CVWM

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27



July 2013– November 2013

Curbside Project Fund



Revenues:

Project Service Fees 510,502 2,576,750 5,875,000 3,298,250$ 56.1%

Public Relations Assessment 16,756 84,571 195,840 111,269$ 56.8%

Customer Service Assessment 17,554 88,774 205,000 116,226$ 56.7%

96-gal Cart Revenue 7,683 48,922 81,840 32,918$ 40.2%

Contract Admin Costs - -$ 0.0%

Sponsorships and Grants - 10,000 10,000 -$ 0.0%

Interest on Investments - - 1,630 1,630$ 100.0%

Total Revenues 552,495 2,809,017 6,369,310 3,560,293 55.9%

Expenses:


Fringe benefits 5,605 24,912 49,720 24,808 49.9%


Repairs and maintenance - 1,594 2,940 1,346 45.8%

Advertising and promotions 2,763 20,980 66,750 45,770 68.6%

Materials and supplies 601 2,559 4,310 1,751 40.6%

Other services and charges 1,048 7,416 67,165 59,749 89.0%

Leases 2,173 11,070 26,685 15,615 58.5%

Depreciation 161 1,408 2,600 1,192 45.8%

Contractual services 509,746 2,576,562 5,875,000 3,298,438 56.1%

96-gal Cart Expense 9,583 48,500 78,000 29,500 37.8%

Total Expenses 544,713 2,777,478 6,369,310 3,591,832 56.4%


Totals 7,782$ 31,539$ -$ (31,539)$


Computer equipment -$ -$ -$ -$


Total Capital Outlay -$ -$ -$ -$




Drop Off Project Fund



Revenues:

Project Service Fees 45,022$ 181,724$ 580,000$ 398,276$ 68.7%

Materials Sales Rebate 9,181 40,444 100,000 59,556$ 59.6%

Interest on Investments - - - - 0.0%

Total Revenues 54,203 222,168 680,000 457,832 67.3%

Expenses:

Personnel services 448 2,447 5,705 3,258 57.1%

Fringe benefits 159 763 1,680 917 54.6%

Professional services 21 1,969 435 (1,534) -352.6%

Repairs and maintenance - 22 60 38 63.3%

Advertising and promotions - - 1,000 1,000 100.0%

Materials and supplies 83 313 40 (273) -682.5%

Other services and charges 31 203 370 167 45.1%

Leases 53 266 895 629 70.3%

Contractual services 45,117 182,341 580,000 397,659 68.6%

Materials sales rebate 6,510 28,231 75,000 46,769 62.4%

Total Expenses 56,226 216,555 665,185 448,630 67.4%


Totals (2,023)$ 5,613$ 14,815$ 9,202$

28 CVWM

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29




Municipal Solid Waste Fund



Revenues:

Project Service Fees 272,523$ 1,392,535$ 3,784,500$ 2,391,965$ 63.2%

Customer Service Assessment 2,346 11,760 29,000 17,240$ 59.4%

Contract Admin Costs - - - -$ 0.0%

Interest on Investments - - 1,860 1,860$ 100.0%

Total Revenues 274,869 1,404,295 3,815,360 2,411,065 63.2%

Expenses:


Fringe benefits 545 2,513 4,845 2,332 48.1%


Repairs and maintenance 4 125 760 635 83.6%

Advertising and promotions - - 750 750 99.0%

Materials and supplies 19 332 1,150 818 71.1%

Other services and charges 143 841 1,560 719 46.1%

Leases 265 1,119 2,690 1,571 58.4%

Depreciation - 363 530 167 31.5%

Contractual Services 269,262 1,391,089 3,784,500 2,393,411 63.2%

Total Expenses 274,869 1,404,952 3,815,360 2,410,408 63.2%


Totals -$ (657)$ -$ 657$


Computer equipment -$ -$ -$ -$

Office equipment -$ -$ -$ -$

Total Capital Outlay -$ -$ -$ -$




Other Special Projects



Revenues:

Project Service Fees 111,119$ 768,095$ 2,355,000$ 1,586,905$ 67.4%

Materials Sales Rebate 10,028 111,294 375,000 263,706$ 70.3%

Interest on Investments - - - -$ 0.0%

Total Revenues 121,147 879,389 2,730,000 1,850,611 67.8%

Expenses:

Personnel services - 39 - (39) 98.0%

Fringe benefits - 3 - (3) 98.0%

Professional services - - - - 100.0%

Repairs and maintenance - - - - 100.0%

Advertising and Promotions - 88 1,000 1,000 0.0%

Materials and supplies - 196 - (196) 59.0%

Other services and charges 64 320 - (320) 84.0%

Contractual services 111,281 768,410 2,355,000 1,586,590 90.0%

Materials sales rebate 11,648 110,606 375,000 264,394 70.5%

Total Expenses 122,993 879,662 2,731,000 1,851,426 67.8%


Totals (1,846)$ (273)$ (1,000)$ (815)$

30 CVWM

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The Central Virginia

Waste Management

Authority cordially invites

you to attend a

Holiday Reception located

in the large conference room

at

2104 W. Laburnum Avenue

Richmond, Virginia

Friday, December 13, 2013

immediately following the

adjournment of the

CVWMA Board of

Directors’ Meeting

(about 9:45 a.m.)

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